Cash receipt: what it is, what it includes and a free template

A cash receipt is the proof handed over by the person who receives money, to record that the payment was made. It is used for deposits, advance payments, rent, instalments or small sales, and it helps both the payer and the recipient.

Here you will see when to use it, what it should say, an example with fictional data, the mistakes that cause the most trouble and how to create it as a PDF from your phone, for free and without signing up.

What is a cash receipt and when is it used?

It is a written record that one person handed over a sum of money and another person received it. It is mostly used when the payment is made in cash or by a method that does not produce its own proof, and in situations such as paying down a debt, paying an instalment, a month's rent, a small sale or an advance for a job.

It serves a simple but valuable purpose: if someone later says “I never received that money” or “I already paid”, the signed receipt makes clear what happened. It is a proof of payment; it is not an invoice and does not replace the one your country's tax authority requires.

Details a cash receipt must include

• Date and sequential number: they let you keep your receipts in order and avoid duplicates.
• Who pays: name and ID number of the person handing over the money.
• Who receives: name and ID number of the person receiving it.
• Amount received: in figures and in words, with the currency if it is not the local one.
• Description: what the payment was for (deposit, advance, rent, sale, instalment).
• Payment method: cash, bank transfer or another method.
• Signature of the recipient: this is what gives the receipt its practical value.

Cash receipt example (fictional data)

This is what a complete cash receipt looks like. All names and numbers are made up:

• Cash receipt No. 0007 · Date: October 3, 2026
• Received by: Carlos Rincón Pardo, ID No. 79.123.456
• Paid by: Marta Lucía Torres, ID No. 52.987.654
• Amount: COP 350,000 (three hundred fifty thousand Colombian pesos)
• Description: deposit toward the purchase of a used refrigerator
• Payment method: cash
• Signature: Carlos Rincón Pardo

Sample wording: “Received from Marta Lucía Torres the sum of COP 350,000 (three hundred fifty thousand Colombian pesos) in cash, as a deposit toward the purchase of a used refrigerator.”

Common mistakes on a cash receipt

• Leaving the description blank or writing only “payment”, without saying what for.
• Not stating the remaining balance when the payment is a partial one.
• Handing it over without a signature or a date.
• Writing figures and words that do not match.
• Not keeping a copy, or not numbering the receipts.

Cash receipt, sales receipt and proof of payment

• Cash receipt: confirms that money was received, whatever the reason.
• Sales receipt: lists the products or services sold with their prices (see the sales receipt).
• Proof of payment: a more general record of any payment (see the proof of payment).

How to create one for free in 3 steps

1. Open the free generator and choose “Cash Receipt”.
2. Enter your details, the name of the payer, the amount and the description. You can add your logo.
3. Review the preview and download the PDF, with selectable text.

The generator runs in your browser: what you type is not sent to any server.

Tips for using it well

• Hand over the original and keep a copy; if you send it by WhatsApp, ask for confirmation that it was received.
• Never sign blank receipts or receipts with amounts to be filled in later.
• If the payment was a bank transfer, also keep the screenshot of the bank confirmation.
• Always use the next sequential number, with no gaps or repeats.

Frequently asked questions

You might also need

Fee statementSales receiptRent receiptFee statement for servicesSalary payment receiptAdvance payment receiptProof of payment

General information for guidance only. Invoicing obligations vary by country and by your activity: consult an accountant.